Provider Shield documentation

Provider Shield is a documentation quality and file review tool for NDIS providers. It helps your team write more complete progress notes, check documents for missing or unclear detail, and find overlapping shifts in timesheet data, with everything organised by participant.

What it is (and is not)

• It is a review aid. It highlights gaps and suggests improvements for your team to consider.
• It is not a regulatory approval, a certification, or a prediction of any audit outcome.
• It is not an accounting, invoicing or claim-submission system.

Create an account from the sign-up page, then work through the steps below.

Typical workflow

1. Create or select a participant under Participants. Add their goals if you want them recorded alongside their notes.
2. Create or review documentation: write a progress note under Progress Notes, or upload a PDF or DOCX under Document Check.
3. Run the check: submit the note or document for review.
4. Review the identified issues: decide what to change. Edit the note or update the source document yourself.
5. Check timesheets where applicable: import shift data under Timesheet Check to find overlapping shifts.

Participants are the starting point for your records. Each participant has their own notes, and you can record their goals so your team can see them when writing notes.

• The number of participants you can add depends on your plan (see Plans & Trial).
• Review Service Agreements alongside participant notes and goals. Upload an agreement on a participant's Documents tab; Provider Shield reads out its dates, goals and terms as suggestions for you to confirm or correct, then flags items in the File Review that may not line up. It is not a legal review and does not check prices.
• On the Professional plan you can open a printable participant file report that gathers a participant's goals and notes in one place.

Progress Notes lets support workers enter the details of a shift through guided prompts for four support types. Provider Shield turns the input into a draft note and lists suggestions, such as missing goals or outcomes or vague wording.

• Workers can enter details in their preferred language. The draft is produced in Australian English.
• The draft is shown for review. Nothing is saved until your team approves it.
• Saved notes have an edit history, and the History tab lets you edit and re-check earlier notes.

Upload a PDF or DOCX (up to 20 MB) to check for missing details, unclear sections and documentation risks. You can run one document at a time or use bulk upload, and previous checks are kept in the document history.

• Service agreement checks are available on every plan. Checking shift-report documents needs the Growth or Professional plan.
• Results include a list of issues and, where helpful, suggested wording. You decide whether to use it.
• Suggested wording is not legal advice. Have important documents reviewed by a suitably qualified person.

Add shifts manually, import a CSV (up to 500 shifts), or upload a PDF or DOCX. The check flags overlapping shifts and workers booked with different participants at the same time.

• CSV columns: workerId, workerName, participantId, participantName, startDateTime, endDateTime, supportItemCode.
• Each conflict comes with options for adjusting the shift times. Choose the option that matches what actually happened, and re-run the check afterwards.

Plans differ by monthly progress-note allowance, participant capacity and a few features. See the pricing page for the current comparison.

What we can state today:

• The site uses HTTPS with HSTS, so data is encrypted in transit.
• Participant records and notes require sign-in and are scoped to your account.
• Provider Shield uses Australian-region infrastructure for sensitive AI inference, document storage, database hosting and application compute. Specialist providers for payments, sign-in and account email may operate outside Australia and do not receive participant notes or documents.

Read the Privacy Policy and the Privacy Act page, or contact us with specific questions about how information is handled.